Occupational Therapy Running Costs
Expect initial monthly running costs for an Occupational Therapy practice in 2026 to be around $64,000, driven primarily by payroll and facility expenses Your largest recurring cost will be personnel, totaling approximately $43,958 per month for 50 FTE clinical and 20 FTE administrative staff Fixed overhead, including $5,000 for clinic rent and $1,000 for EHR software, adds another $9,900 monthly Variable expenses, such as medical billing (50% of revenue) and therapeutic supplies (20% of revenue), are critical to track as volume increases The financial model shows you hit break-even within 2 months of launch, but you must secure the minimum cash requirement of $836,000 upfront to cover capital expenditures and early operational burn This guide breaks down the seven core running costs you must manage to achieve the projected $98,000 EBITDA in Year 1
7 Operational Expenses to Run Occupational Therapy
| # | Operating Expense | Expense Category | Description | Min Monthly Amount | Max Monthly Amount |
|---|---|---|---|---|---|
| 1 | Payroll | Personnel | Staff wages total $43,958 monthly in 2026 for 70 FTE, making this the largest cost center by far | $43,958 | $43,958 |
| 2 | Clinic Rent | Facility | Clinic Rent is a fixed $5,000 monthly expense, regardless of patient volume or capacity utilization | $5,000 | $5,000 |
| 3 | Billing Fees | Variable Admin | Billing fees are a variable cost, starting at 50% of revenue in 2026, scaling with treatment volume | $4,380 | $4,380 |
| 4 | EHR Software | Technology | The Electronic Health Record (EHR) software subscription is a fixed $1,000 monthly cost for compliance and operations | $1,000 | $1,000 |
| 5 | Patient Marketing | Variable Sales | Patient acquisition is a variable cost budgeted at 30% of revenue in 2026, or $2,628 monthly | $2,628 | $2,628 |
| 6 | Supplies COGS | Variable COGS | Therapeutic Supplies (20%) and Splint Materials (15%) combine for 35% of revenue, or $3,066 monthly | $3,066 | $3,066 |
| 7 | Liability Insurance | Risk Management | Professional Liability Insurance is a non-negotiable fixed cost of $500 per month for risk mitigation | $500 | $500 |
| Total | All Operating Expenses | $60,532 | $60,532 |
Occupational Therapy Financial Model
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What is the total monthly operating budget required to sustain the current staffing and facility needs?
The minimum monthly operating budget needed to cover current staffing and facility commitments for the Occupational Therapy business is at least $53,858, before accounting for variable costs, which dictates the immediate revenue floor you must hit; understanding this baseline is crucial when assessing if the Occupational Therapy business is currently profitable, as detailed in Is The Occupational Therapy Business Currently Profitable?
Monthly Cost Components
- Fixed overhead requires $9,900 every month just to keep the lights on.
- Payroll, covering your licensed therapists, is a substantial commitment of $43,958 monthly.
- The known baseline cost to sustain current staffing and facility is $53,858.
- This figure excludes variable expenses, so your actual required revenue floor is higher.
Operational Breakeven Focus
- Your revenue must clear $53,858 plus variable costs to break even.
- This number defines the minimum utilization rate needed from your practitioners.
- If utilization dips, you defintely start burning cash quickly against fixed costs.
- Focus on maximizing billable hours to drive revenue above this required floor.
Which single running cost category represents the largest percentage of monthly operating expenses?
For your Occupational Therapy practice, payroll costs will defintely drive your monthly operating expenses, likely consuming 60% or more of your budget, making utilization the critical lever; if therapist utilization drops below 70%, fixed overhead costs like rent start consuming a much larger percentage of your slim contribution margin, which is why understanding What Is The Current Growth Rate Of Client Engagement For Your Occupational Therapy Business? is essential for cost control.
Payroll as the Primary Driver
- Therapist wages and benefits are your largest fixed operating cost, often 55% to 65% of total OpEx.
- Low utilization means you pay for scheduled time, not billable sessions.
- If utilization falls below 60%, the effective cost per session increases dramatically.
- You must staff based on projected utilization, not maximum potential capacity.
Fixed Costs vs. Variable Fees
- Facility rent is a stable fixed cost, typically 10% to 15% of OpEx.
- Medical billing fees are variable, usually 3% to 6% of collected revenue.
- Rent becomes a bigger percentage when payroll costs are absorbed by fewer sessions.
- The lever isn't cutting rent; it's improving the utilization rate to spread fixed costs.
How many months of operating expenses must be covered by working capital before achieving positive cash flow?
The Occupational Therapy business idea needs $836,000 in initial working capital to cover expenses until it hits positive cash flow, which we estimate takes about 2 months of operation. This calculation assumes you maintain disciplined spending while you work to define how quickly you achieve target patient volume, which is critical for survival; honestly, if onboarding takes 14+ days, churn risk rises defintely, so reviewing your core purpose via Have You Developed A Clear Mission And Vision For The Occupational Therapy Business? helps keep focus sharp.
Required Cash Buffer
- Minimum cash needed is $836,000 to sustain operations.
- This covers fixed overhead during the initial revenue ramp.
- It acts as a necessary cushion against slow insurance payments.
- You must secure this capital before the first patient starts treatment.
Break-Even Timeline
- The target is reaching positive cash flow in 2 months.
- This timeline depends on hitting utilization targets fast.
- If therapist scheduling lags, the cash burn rate increases.
- Every week past 60 days without revenue increases working capital strain.
If patient volume falls 20% below forecast, how will fixed costs and essential payroll be covered?
If patient volume falls 20% below forecast, you defintely need an immediate spending freeze on non-essential items, specifically targeting the $1,000 monthly Continuing Education Fund and the 30% marketing budget to protect essential payroll; this planning is crucial before you even launch, so Have You Developed A Clear Mission And Vision For The Occupational Therapy Business? before you need to execute cuts.
Immediate Expense Reduction Levers
- Suspend the $1,000 monthly Continuing Education Fund immediately.
- Cut marketing spend, budgeted at 30% of revenue, until volume recovers.
- Essential payroll must be the last cost considered for reduction.
- Focus on maximizing utilization of existing licensed therapists first.
Covering Fixed Costs
- A 20% volume drop directly strains working capital reserves.
- These discretionary cuts create a runway to cover fixed overhead.
- Know your break-even point in terms of billable sessions per month.
- If volume hits the floor, renegotiate vendor contracts ASAP.
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Key Takeaways
- The stabilized monthly running cost for an Occupational Therapy clinic is projected near $64,000 in 2026, driven primarily by $43,958 allocated to payroll and benefits.
- Founders must secure a minimum upfront cash requirement of $836,000 to cover initial capital expenditures and operational burn before reaching the projected 2-month break-even point.
- Variable expenses, including medical billing (50% of revenue) and therapeutic supplies (35% of revenue), constitute a significant 85% of revenue, requiring close monitoring as patient volume increases.
- The financial model targets a strong Year 1 EBITDA of $98,000 by effectively managing predictable fixed overheads like $5,000 in clinic rent and $1,000 for EHR software.
Running Cost 1 : Payroll & Benefits
Staff Cost Dominance
Staff cost is defintely your biggest hurdle heading into 2026. Staff wages for 70 full-time equivalents (FTE) hit $43,958 monthly. This expense dwarfs fixed overhead like rent and insurance, demanding tight control over scheduling and utilization. That’s the number you must manage first.
Wage Calculation Basis
This $43,958 estimate reflects the total monthly cost for 70 FTE in 2026. To verify this, you need the fully loaded cost per therapist—salary plus benefits and payroll taxes. Compare this against the revenue capacity generated by those 70 practitioners.
- FTE count: 70
- Monthly cost: $43,958
- Key input: Fully loaded rate per therapist
Controlling Labor Spend
Since this is a capacity-driven model, managing utilization is key to covering this massive fixed labor cost. If utilization drops, the effective cost of every delivered session spikes up fast. Avoid over-hiring before demand is locked in.
- Tie hiring to confirmed patient pipeline
- Monitor utilization rate daily
- Manage overtime strictly
Breakeven Impact
Variable costs like billing (50% of revenue) and supplies (35% of revenue) eat margin, but the $43,958 wage bill sets your operational floor. If you don't cover that, everything else is secondary.
Running Cost 2 : Clinic Facility Rent
Fixed Rent Reality
Clinic rent is a non-negotiable fixed operating expense of $5,000 per month. This cost hits your Profit & Loss statement whether you see zero patients or run at full capacity.
Cost Inputs
This $5,000 covers the physical space for your occupational therapy operations. Unlike variable costs like billing fees or supplies, rent stays constant. It’s the second biggest fixed drain after $43,958 in projected payroll. You must cover this defintely before seeing profit.
- Fixed cost: $5,000/month.
- Covers physical clinic space.
- Independent of patient volume.
Optimization Levers
Since rent is fixed, utilization drives profitability. If you only use 50% of your space, that empty square footage costs you $5,000 monthly for zero return. Negotiate lease terms early, aiming for a 3-year commitment with renewal options rather than a short-term lease that lacks leverage.
- Negotiate lease length upfront.
- Ensure space matches utilization needs.
- Avoid short-term flexibility traps.
Break-Even Impact
Because rent is fixed at $5,000, your break-even volume calculation must absorb this cost entirely before any contribution margin matters. Low utilization means this fixed cost quickly erodes contribution from the $1,000 EHR fee and $500 insurance premium.
Running Cost 3 : Medical Billing Services
Billing Cost Hit
Billing fees for your therapy practice are a major variable expense, not fixed overhead. Expect this cost to consume 50% of revenue right out of the gate in 2026. This percentage directly ties your administrative cost to patient throughput, so volume growth increases this dollar amount instantly.
Billing Cost Drivers
This 50% fee covers the entire revenue cycle management (RCM) process—submission, tracking, and collection of payments from payers. To model this accurately, you must project service volume, not just revenue targets. If you bill $100,000 in services, expect $50,000 to go straight to the biller.
- Covers claims submission.
- Includes denial management.
- Scales with treatment sessions.
Fee Optimization
A 50% rate is extremely high for standard RCM; this suggests a blended rate including collections or very low initial volume. Negotiate hard for a tiered structure based on clean claim submission rates. If you handle initial coding in-house, you might shave 5 to 10 points off that starting percentage, defintely worth pursuing.
- Benchmark against 8% to 12%.
- Tie payment to net collections.
- Insource basic coding first.
Volume Leverage
Since billing is 50% variable, every new patient visit immediately costs you half its value in processing fees. Compare this to fixed payroll at $43,958 for 70 FTEs; utilization matters more. If you can reduce billing fees to 10%, that $40,000 saved per $100k revenue goes straight to covering those fixed staff costs.
Running Cost 4 : EHR Software
EHR Fixed Overhead
Your Electronic Health Record (EHR) system is a $1,000 fixed monthly cost, absolutely necessary for patient data security and regulatory compliance in healthcare. This expense doesn't change if you see 10 or 100 clients; it’s the baseline cost of doing business legally in the US.
Cost Input and Budget Fit
This $1,000 monthly EHR fee covers secure data storage, mandated reporting capabilities, and scheduling infrastructure. It sits firmly in your fixed overhead, unlike variable costs like billing (50% of revenue) or supplies (35% of revenue). You budget this $12,000 annually regardless of patient volume.
Optimization Tactics
You can't cut this cost without risking compliance, but you can defintely optimize the spend. Look closely at your contract terms; often, paying annually instead of monthly saves 10% to 15%. Avoid paying for modules aimed at large hospital systems if you're just starting out.
- Ask about annual prepayment discounts.
- Audit unused features quarterly.
- Ensure integration costs are bundled.
Operational Threshold
Since payroll is $43,958 monthly and rent is $5,000, this $1,000 EHR cost is small relative to staff but critical. You must generate enough revenue to cover this fixed overhead before you start seeing profit margin from your variable revenue streams.
Running Cost 5 : Patient Acquisition Marketing
Marketing Spend Target
Your Patient Acquisition Marketing budget is set as a variable cost pegged at 30% of revenue in 2026. This means if you hit your revenue targets, the marketing spend should land around $2,628 monthly. This cost scales directly with patient volume, unlike fixed overhead like rent.
Marketing Cost Drivers
This $2,628 estimate assumes you are generating $8,760 in monthly revenue based on the 30% allocation. Marketing covers ads, digital outreach, and referral incentives to bring in new patients needing occupational therapy. It’s a direct driver of your top line, unlike fixed costs such as the $5,000 clinic rent.
- Input: Target patient volume.
- Input: Cost Per Acquisition (CPA).
- Input: Desired utilization rate.
Controlling Acquisition Cost
Since marketing is variable, managing your Cost Per Acquisition (CPA) is critical to profitability. If your CPA rises too high, you eat into the contribution margin before fixed costs hit. A common mistake is overspending early before optimizing referral channels. Aim to keep CPA low by focusing on high-intent local searches.
- Benchmark CPA against service fees.
- Track referral source ROI closely.
- Test small campaigns before scaling spend.
Variable Cost Discipline
Be careful tying marketing spend too closely to capacity projections; if patient onboarding takes 14+ days, churn risk rises quickly. You must monitor the 30% ratio weekly against actual collections, not just projected revenue. This defintely keeps your cash flow tight.
Running Cost 6 : Therapeutic Supplies COGS
Material Costs Hit 35%
Your direct materials—Therapeutic Supplies (20%) and Splint Materials (15%)—are a significant variable cost center. Together, these items account for 35% of total revenue, equating to $3,066 monthly based on current revenue forecasts. This cost directly scales with every treatment session delivered.
Calculating Material Spend
These costs cover consumables used during therapy and materials for fabrication or modification of assistive devices. To track this accurately, you must link the 35% total rate directly to realized monthly revenue. For example, if revenue hits $10,000, expect $3,500 in material expenses. This is the second-largest variable expense after billing services.
- Inputs: Monthly Revenue × 35% COGS rate.
- Context: $3,066 is based on projected 2026 revenue.
- Action: Track usage per treatment code.
Controlling Material Spend
Reducing this 35% requires smart procurement, not cheapening care. Since quality can't drop, focus on volume discounts and inventory management. You need to negotiate better terms with suppliers for high-volume items like elastic bandages or specialized putty. Defintely avoid stockouts that delay care.
- Negotiate bulk pricing for standard items.
- Standardize splint materials across all clinics.
- Target a reduction below 35% over 18 months.
Watch Utilization Rates
If practitioner utilization rises without corresponding revenue growth, or if you service lower-reimbursement clients, this 35% material ratio will quickly erode your contribution margin. Keep tight control on inventory shrinkage, which is common with expensive, small items.
Running Cost 7 : Professional Insurance
Insurance Baseline
Professional Liability Insurance is a baseline fixed cost of $500 monthly for this occupational therapy practice. This coverage is essential for mitigating claims arising from treatment errors or professional negligence in providing care.
Liability Cost Detail
This $500 monthly premium covers professional liability, protecting against claims from patient injury or treatment failure in your occupational therapy practice. Since it’s fixed, it must be covered defintely before any patient volume hits. It sits alongside rent and EHR software as essential overhead.
- Covers claims from therapy errors.
- Fixed cost: $500 per month.
- Essential for compliance.
Managing Risk Spend
Since this is a non-negotiable fixed cost, direct reduction is tough. Focus on bundling coverage with general liability if possible, or shop quotes annually. A common mistake is underinsuring based on initial low volume; ensure coverage scales with your 70 FTE projection.
- Shop quotes every 12 months.
- Bundle with general liability.
- Avoid underinsuring staff.
Risk vs. Cost
If you fail to secure this coverage, you expose the entire business to catastrophic risk, especially given the high-stakes nature of rehabilitative care. This cost is tiny compared to the potential litigation expense, making it a prudent allocation of capital for operational stability.
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Frequently Asked Questions
Total monthly running costs start near $64,000 in 2026, with payroll and facility rent being the largest fixed expenses;